One of the foundations of an organization’s productivity is task and project management. There are a number of methods and resources that offer improved insight into the routine in order to do this.

It is noteworthy because it allows jobs and projects to be seen chronologically, which enhances understanding of the team’s output and due dates. This method is one of the oldest in the world, having been developed in the early 20th century.

Do you want to know more about Gantt charts? You will discover how it functions, the advantages of utilizing the tool, and how to utilize it for job management in this post.

Enjoy reading!

What is a Gantt chart?

Based on our observations, the Gantt chart is a project management tool. It works by creating a timeline of task execution that shows you how long each step will take to complete the project.

The diagram appears to be a timeline. Tasks are shown as bars on a graph. The horizontal bar increases in direct proportion to the task’s duration.

Consequently, the horizontal line in the diagram indicates the duration of the task and the project. After that, tasks are organized vertically. In fact, several of the phases have dependencies because some of them can only begin when the prior step is finished.

Consider an advertising agency that has to design a billboard to have a better idea of how it operates. Phases like client alignment, content creation, graphic design, printing, etc., must all be included in the campaign.

What are the advantages of using it?

One notable feature of the Gantt chart is its ability to clearly visualize the progress of a project. Without affecting team productivity, the project manager in the advertising agency example can see what stage the campaign development is at.

Using the diagram is also advantageous for:

• control deadlines: when you visualize the task time and how much is left until completion, it becomes easier to project the probability of meeting it on time or the need to make changes to the routine;
• Increase productivity : the diagram establishes dependencies between tasks. This prevents bottlenecks that affect routines. In the case of billboards, the designer can focus on other tasks while the project is in the stages preceding theirs.
• facilitate communication: with the graph, communication becomes more fluid, as everyone can see the progress of the project.

The method’s versatility is also noteworthy. Each company or department can create a unique diagram for each project, respecting the steps involved and the completion schedule.

How to use a Gantt chart?

Now that you’ve reached this point, you understand how it works and what the advantages are of using a Gantt chart for project management .

Now, check out how to use the tool in your routine!

Define project tasks and scope

The first step is to list the individual tasks. As you’ve seen, each diagram can be customized for specific projects. For example, creating a website involves different steps than a marketing campaign for a product launch.

Once you’ve defined the tasks, the necessary resources, and who’s responsible for them, set a deadline for each activity. This should be done within the project schedule and your team’s production capacity.

Determine the dependencies

As you’ve learned, various stages of a project often have dependencies. Therefore, when creating a diagram, determine these relationships to ensure the project progresses in chronological order.

It’s worth taking advantage of this time to map out potential unforeseen events that could impact productivity. This way, if these scenarios materialize, you can implement contingency plans to ensure on-time completion.

Create the diagram

With the responsible parties defined, the schedule established, and dependencies mapped, it’s time to create the Gantt chart with the team. There are several tools that allow this, both free and paid.

As you can see, Excel itself has features that enable diagram generation. You can also use other project management platforms to create Gantt charts.

When making this decision, prioritize a platform that’s easy to use and offers the tools your team needs. The diagram should be accessible to everyone responsible for the project.

Update as the project progresses

Finally, record project progress as tasks progress. To make it easier to visualize, one strategy is to set a status for each activity, such as “to do,” “doing,” “on hold,” and “complete.”

Another good practice is to consider automation mechanisms. For example, when a task’s status changes, it automatically advances to the next step without the manager or person responsible for the activity needing to manually change it.

Furthermore, to ensure project completion on time, monitor progress regularly to ensure there are no issues. Identifying obstacles early allows the team to find faster solutions to overcome them.

By completing this reading, you’ve learned what a Gantt chart is and seen how it can be an important ally in your company’s project management. So, if you’re looking for an alternative to increase team productivity, consider exploring it.